Student Activitieshttp://webs.purduecal.edu/studentactivities
Purdue University CalumetWed, 29 Jul 2015 15:49:23 +0000en-UShourly1http://wordpress.org/?v=4.2.3Annual Student Convocation, August 27http://webs.purduecal.edu/studentactivities/2015/05/11/student-convocation-august-27/
http://webs.purduecal.edu/studentactivities/2015/05/11/student-convocation-august-27/#respondMon, 11 May 2015 20:17:54 +0000http://webs.purduecal.edu/studentactivities/?p=5899read more... about:Annual Student Convocation, August 27]]>Mark your calendar for Thursday, August 27th for the 2015 Student Convocation, the biggest student event on campus! It will take place from 11:00am to 1:30pm in Founders Plaza.

Join us as we kick off the new school year with fun, food and giveaways while exploring all the Purdue Calumet has to offer. Get more details.

Save the date!

]]>http://webs.purduecal.edu/studentactivities/2015/05/11/student-convocation-august-27/feed/0Accounting Documentshttp://webs.purduecal.edu/studentactivities/2014/11/26/accounting-documents/
http://webs.purduecal.edu/studentactivities/2014/11/26/accounting-documents/#respondWed, 26 Nov 2014 22:12:35 +0000http://webs.purduecal.edu/studentactivities/?p=5715read more... about:Accounting Documents]]> As treasurer you will be working with the following documents besides those furnished by Dean of Students Office.

The BMO should be contacted concerning Purdue University Policies and Procedures as they relate to student organization accounting procedures.

The Dean of Students Office should be contacted when planning events and activities or when questions arise pertaining to University policies on fund raising, soliciting, advertising support, charitable activities, and other programming issues. The office is located in Room 344 C, Student Union Library (SUL) Bldg., or call 989-2072.

All events/activities and travel must be registered in advance on an Event Planning Form and approved by the Dean of Students Office (DOS). Both DOS and BMO must approve the event/travel activities if any income/expenses are involved.

All SOCIAL EVENTS AND ACTIVITIES sponsored by student organizations must be scheduled on an Event Form, found on the student activities page on line. The Form should be submitted for approval at least two weeks prior to the event or activity. Larger activities such as concerts, athletic competitions, roundtables, etc. may need in excess of four weeks for approvals. The additional time is needed for the signing of contracts and possible Risk Management review and input, and additional departments to review the activities and documents pertaining to the specific activity.

The treasurer of an organization is the chief fiscal officer of that organization and as such is responsible to the BMO for the accounting of all income and expenses of the organization. A student who, through negligence or dishonesty, fails in his/her duties as an officer of any recognized student organization

to collect accounts due, or to pay the organization’s debts legally incurred, or

to account for cash received and expended by him/her; or

to account for other property entrusted to him/her as an officer of the recognized student organization,

shall be referred to the Office of the Dean of Students for appropriate action.

OFFICER CHANGES

At the beginning of the school year, and upon election of new officers, each student organization must renew their Signature Authorization From with the Dean of Students Office.

This form is then forwarded to the BMO and kept on file for reference. A minimum of two officers and the faculty/staff advisor must sign the signature form before financial transactions can occur. Other officers may sign the signature authorization form to also access the student organization account.

]]>http://webs.purduecal.edu/studentactivities/2014/11/26/introduction/feed/0Deposit of Fundshttp://webs.purduecal.edu/studentactivities/2014/11/26/deposit-of-funds/
http://webs.purduecal.edu/studentactivities/2014/11/26/deposit-of-funds/#respondWed, 26 Nov 2014 21:56:28 +0000http://webs.purduecal.edu/studentactivities/?p=5659read more... about:Deposit of Funds]]>The Student Organization Deposit Slip should be completed so that all sources of income are identified and coded with the proper Income Codes. Additional information required on the deposit slip would include:

The Student Organization Account Number as well as the Organization Name. Please do no use acronyms.

Individual’s name that prepared the deposit slip and date.

Income codes.

Clear information as to source and description of funds being deposited.

Clear information includes from whom you received the funds, check number and specific purpose of funds.

If membership dues are collected, a Record of Dues Collected should be completed. If a Record of Dues Collected is used the deposit number should be recorded on the form. The Business Office for Student Organizations may contact the organization for backup documentation of funds deposited.

Donations: All checks received as donations ($100.00 or more) to the organization from an individual or business should be provided to the BMO office, prior to depositing. A copy will be made by BMO and submitted to the Advancement Office for tax credit and acknowledgement by Purdue University.

]]>http://webs.purduecal.edu/studentactivities/2014/11/26/deposit-of-funds/feed/0Accountability of Fundshttp://webs.purduecal.edu/studentactivities/2014/11/26/accountability-of-funds/
http://webs.purduecal.edu/studentactivities/2014/11/26/accountability-of-funds/#respondWed, 26 Nov 2014 21:56:28 +0000http://webs.purduecal.edu/studentactivities/?p=5657read more... about:Accountability of Funds]]>Accountability for all funds collected by the student organization is the responsibility of the treasurer. Accountability can be established in several ways:

The treasurer can maintain a Record of Dues Collected for club dues, which include the members name, amount of dues paid, and date of payment. A Participant Roster can also be used for other activities whenever the organization is collecting fees from several individuals. Blank roster forms are available at the BMO and on the Student Organizations website. (See example 1,2) A treasurer can choose to issue a duplicate numbered receipt for all dues, fees, assessments, and other income received.

In order to provide accountability of MERCHANDISE SALES activity and TICKET SALES activity, recognized student organizations will be issued a Merchandise Sales Report, Inventory Control Report or a Ticket Sales Report.

A Merchandise Sales Report will be issued by BMO to record the original inventory purchased. The treasurer will submit the Merchandise Sales Report on the 5th day of each month to the BMO. The updated reports will reflect the sales from the previous month and an accurate count of the remaining merchandise. (See example 3)

A Ticket Sales Report will be issued by BMO to record the income from a specific student organization event. Numbered ticket rolls are available at the BMO at no charge to the student organization for use at their approved events. (See example 4)

An Inventory Control Report is generally used by organizations that have a larger inventory of merchandise. These reports are also due to the BMO on the 5th day of each month. (See example 5)

It is recommended that the organization maintain a completed copy of the Merchandise Sales Report, Ticket Sales Report or Inventory Control Report in their financial record book. These reports, when completed will provide the organization and its members a record of deposits and a summary of the sales event.

These forms are reviewed for accuracy by BMO. Procedures regarding the completion of sales and ticket reports are initially discussed with the student organization prior to an event or activity when the organization members are completing the Event Form.

]]>http://webs.purduecal.edu/studentactivities/2014/11/26/accountability-of-funds/feed/0General Operating Procedureshttp://webs.purduecal.edu/studentactivities/2014/11/26/general-operating-procedures/
http://webs.purduecal.edu/studentactivities/2014/11/26/general-operating-procedures/#respondWed, 26 Nov 2014 21:56:28 +0000http://webs.purduecal.edu/studentactivities/?p=5655read more... about:General Operating Procedures]]>All cash and checks received by the student organization must be deposited to the student organization’s account. DEPOSITS should be made promptly at the Teller Window in Lawshe 130 or using the night deposit box outside of Lawshe Hall using Student Organization Deposit Slips.

The BMO is open Monday thru Friday, 7:30 a.m. to 4:00 p.m.

All disbursements must be made by Student Organization Check regardless of the nature of the expenditure.

The COOL System

The COOL system is online accounting software for student organizations. All check requests are processed through COOL System. The COOL System can be accessed on the COOL Faces website.

The BMO furnishes Deposit Slips and Checks Requests are processed through the COOL system. A listing of Income and Expense codes are also provided so that a code can be assigned to each financial transaction (This can be found on the back of the deposit slip).

Depositing Checks

An officer should deposit checks written to the student organization following University procedures for collecting cash/checks on a timely basis.

Daily, regardless of amount.

Any student organizations not making daily deposits increase the likelihood of theft, NSF or Account Closed returned check items.

Individuals whose checks are returned unpaid from a bank will be assessed a $20.00 handling fee. Individuals are notified of these unpaid checks by BMO.

Student organization funds cannot be used for the purchase of tobacco products, alcoholic beverages or related expenses.

All correspondence from the BMO will be sent via Purdue Calumet email.

]]>http://webs.purduecal.edu/studentactivities/2014/11/26/general-operating-procedures/feed/0Ticket Saleshttp://webs.purduecal.edu/studentactivities/2014/11/26/ticket-sales/
http://webs.purduecal.edu/studentactivities/2014/11/26/ticket-sales/#respondWed, 26 Nov 2014 10:30:27 +0000http://webs.purduecal.edu/studentactivities/?p=5705read more... about:Ticket Sales]]>All tickets must be approved by DOS and BMO before they are printed. Please email a copy of the tickets to both offices for approval before having the tickets printed. Each ticket should be numbered have a ticket stub to keep for records, the location of the event, the date and time of the event and ticket price(s).

Once the ticket has been approved you may have them printed. Once the tickets are printed, all tickets need to be audited by the BMO. When the audit is completed you may begin to sell the tickets. All money must be deposited into your account on a daily basis along with all ticket stubs with the price clearly marked.

Please keep a log of all officers/members that are selling tickets. If any tickets are lost or stolen the person that had the tickets are responsible for paying face value for all missing tickets.

]]>http://webs.purduecal.edu/studentactivities/2014/11/26/ticket-sales/feed/0Auditshttp://webs.purduecal.edu/studentactivities/2014/11/26/audits/
http://webs.purduecal.edu/studentactivities/2014/11/26/audits/#respondWed, 26 Nov 2014 10:30:27 +0000http://webs.purduecal.edu/studentactivities/?p=5703read more... about:Audits]]>The BMO conducts audits of the financial activity of recognized student organizations. Audits are conducted during the school year and are scheduled according to an audit cycle. Generally, each student organization’s financial records are audited once per year, however, some organizations are audited more frequently as determined by the BMO.

]]>http://webs.purduecal.edu/studentactivities/2014/11/26/audits/feed/0Reconciling Monthly Statementshttp://webs.purduecal.edu/studentactivities/2014/11/26/reconciling-monthly-statements/
http://webs.purduecal.edu/studentactivities/2014/11/26/reconciling-monthly-statements/#respondWed, 26 Nov 2014 10:20:00 +0000http://webs.purduecal.edu/studentactivities/?p=5701read more... about:Reconciling Monthly Statements]]>A monthly statement is mailed to each treasurer of all recognized student organizations every month. If your student organization had no activity during the month the bank statement is reconciled, a Summary statement showing the organization’s name, account number and balance to date will be sent.

Just as with a bank statement, the BMO depends on the treasurer to check all transactions making sure that they are correct. Also, verify that all transactions on the printout belong to your organization and that all transactions that should be on the printout are present. If there are discrepancies, report them immediately to the BMO.

Deposits – Deposit numbers and amounts that have been recorded by the treasurer on the Cash Control Ledger should be verified against the monthly statement.

Check Requests – Each check request number recorded by the treasurer on the Cash Control Ledger should be verified against the monthly statement. The check number issued by the BMO should be matched to the check request number and entered on the treasurer’s Cash Control Ledger. This reconciliation process will verify the transaction.

Remember that the BMO depends on the treasurer to reconcile the organization’s records. Please reconcile your records promptly and report any discrepancies immediately.

]]>http://webs.purduecal.edu/studentactivities/2014/11/26/reconciling-monthly-statements/feed/0Cash Contol Ledgerhttp://webs.purduecal.edu/studentactivities/2014/11/26/cash-contol-ledger/
http://webs.purduecal.edu/studentactivities/2014/11/26/cash-contol-ledger/#respondWed, 26 Nov 2014 10:10:27 +0000http://webs.purduecal.edu/studentactivities/?p=5699read more... about:Cash Contol Ledger]]>The cash control ledger is used by the treasurer to record the deposits and checks processed to the Student Organization’s account. This ledger is similar to your own personal check book register and should be maintained in the treasurer’s financial record book. This form can be obtained on line and saved electronically for your convenience.

Each deposit should be entered and added to the existing balance in the account. (This information should be entered from the treasurers pink copy of the deposit slip.)

Each check request should be entered and subtracted from the existing balance in the account. (This information should be entered from the treasurers pink copy of the check request form).

The last figure in the “balance column” should reflect the cash balance in the Student Organization account.